Configure and perform Close of Day

I. Purpose

Batch out: The restaurant managers/owners can review the day’s card transactions and send the batch to the acquiring bank before the business day ends.

Close of day: The restaurant managers/owners can review the day’s card transactions and send the batch to the acquiring bank before the business day ends.

II. Instruction steps

1. Configure Manual or Auto Close-of-Day

1. On the dashboard, go to Settings → Sales
2. Scroll to Close day → click Edit icon.
3. In the pop-up:
   • Tick Allow to close batch manually if a manager should trigger close-out from the POS.
   • Tick Auto-close day on POS at and set the time (HH:MM) if you want the system to close automatically each night.
4. Click Save.

2. Grant roles the Close-of-Day permission

1. On the dashboard, go to Settings → Staff.
2. In Manage roles tab, click Edit icon on the role to update.
3. On the Roles tab, scroll to Report.
4. Tick Use for both End-of-day reports and Closeout reports or either of them.
5. Click Save.

Staff assigned to that role can now run the close-of-day on the POS.

3. Perform Close-of-Day on the POS

1. On the POS, tap Report
2. Select EOD Report.
3. Click Close of Day.
4. Review the tabs:
   • EOD Report tab shows the report timestamp, invoice count, daily sales overview, and total amount collected.
   • Extra info tab shows payment breakdown, Void & Refund totals (if any), and• Amount collected by tender type. If any unpaid orders or an open shift remain, complete them before closing the day.
   • Other tab shows Cancel & Void, Cash in/out, Tip by tender.
5. In the Batch out terminal part, click View details.
6. Here, you can check any discrepancies between the POS system and the card terminal before batching out. Click Batch out.
7. Click Print settings (if applicable) and check or uncheck each section to include or exclude it from the printout. Click Save.
8. After reviewing every alert on the screen, tap Close of day.
   The system will then:
   • Generate the End-of-Day Report and Batch History.
   • Close the terminal and update the batch status to Closed.
   • Email a summary if notifications are enabled (see the guide here).

   
   

9. You can select to Print report or Finish.

4. Perform Batch out

If your restaurant skips the Close-of-Day function, you can still settle card payments manually:

1. POS → Report → Batch history.
2. Select Opening batch.
3. Review the figures.
4. When everything is correct, tap Batch out.

5. Review & Re-print End-of-Day and Batch-Out reports

From the Report menu, you can open any past End-of-Day close-out or Batch-Out record, preview it, and decide exactly what will appear on paper:

1. POS → Report → choose EOD reports –> Select the desired reports –> Click Print.
2. or POS → Report → choose Batch history –> Tap Print device reports.

6. FAQs

6.1 Why run Close of Day at all?

1. Reconciliation – match cash drawer vs. POS totals and POS card totals vs. payment-terminal totals.
2. Card settlement – batch out sends card transactions to the bank; without it, funds never reach your account.

6.2 Daily close-out or every few days?

Close every day. A daily batch ensures card funds arrive on schedule and keeps reconciliation simple. The system won’t block you if you skip days, but the longer you wait, the harder it is to balance the books.

6.3 Does Close of Day lock the data?

No hard lock. The report captures “final” numbers, but you can still refund a transaction (up to 12 months after the sale). Refunds post to the current open day, and you cannot add or adjust tips after closing.

6.4 Which reports relate to Close of Day?

• EOD Report – detailed figures for a single business day.
• Batch History – log of every card batch (visible only when a payment terminal is linked).

6.5 Pre-checklist before closing

6.6 What does “Batch out terminal” show?

Side-by-side comparison for the selected period:

• All card sales: Compares the sales amount recorded in the POS against the payment terminal.
• Refunds (displayed as negative): Compares the refund total on the POS with that on the payment terminal.
• Net: Compares the net amount actually received (sales − refunds) between the POS and the terminal.
• Processing fee / Surcharge fee: Compares the card‐processing fees recorded by the POS with those shown on the payment terminal.
• Expected deposit: Triggers a red alert if any discrepancy exists.

6.7 “Batch out terminal” section missing?

Go to the dashboard → ensure to turn Allow to close batch manually ON. If OFF, Batch-out isn’t available on the POS; you must settle on the terminal itself.

6.8 Can I close the day if the terminal is offline?

Yes, but figures will differ. Fix the connection first, then Reload the screen so the numbers update.

6.9 Multiple POS devices – batch each one?

No. Choosing Batch out settles all devices that still show opening batch.

6.10 POS says batch succeeded but terminal didn’t batch—what now?

Run a manual batch on the terminal, or enable automatic batch-out on the terminal to guarantee settlement.

6.11 Common causes of POS–terminal mismatches

• Duplicate transaction: A guest swipes the card, the system shows “failed,” so the guest swipes again—resulting in two transactions on the payment terminal. To prevent double-charges, enable the duplicate-transaction block on the terminal.
• Transactions created after Batch-out: If new sales occur after the batch is closed and the Close-of-Day report has already been generated, those additional transactions appear only in the next day’s report.
• Switching payment terminals mid-service: When you move to a terminal that is not directly linked to the POS, you must run a manual batch-out on that terminal to settle its open batch.

6.12 Best time for auto-close?

Set it before the payment terminal’s own daily cutoff; otherwise, the batch may miss the bank’s processing window.

6.13 “Close of day has been run by other employee…” message

Have a nice day!